Jan 2, 2014 ... In 2013 Steve Mitchell requested to be reappointed to his position; Paula
Trudeau and Lena Richardson were appointed to bring the number of ...
Volume 1, Issue 2
City of Shady Cove
December 27, 2013
INSIDER
From the office of the Mayor: Tom Anderson
FINANCIAL INFORMATION During the 11/21/13 City Council meeting, Aaron Prunty reported on the status of the conversion to the new financial tracking and reporting program (Caselle). Much progress has been made,. However, several unanticipated roadblocks have been confronted, delaying final conversion.
City of Shady Cove “and a river runs through it!”
22451 Highway 62 P.O. Box 1210 Shady Cove, Oregon 97539 Phone; 541-878-2225 Fax: 541-878-2226
Progress through 12/19/13: The Council was provided with a year end report for fiscal year 2012-2013. All funds have a positive balance. Reports for the first quarter of fiscal year 2013-2014, and monthly thereafter, through November, will be available by the January 2, 2014 meeting. On an ongoing basis, the Council will be provided a monthly report that corresponds to budget line items. That monthly report will be an item on the Council’s agenda and discussed as appropriate.
We’re on the Web! Www.shadycove.net
PLANNING COMMISSION The Shady Cove Planning Commission, a five member body, is charged with reviewing and making decisions, with the City Planner, on a Type III planning cases such as requests for variances from land use ordinances. Generally Type I and II planning cases are handled by the City Staff. Decisions of the Planning Commission are appealable to the City Council. The Planning Commission assists the City Council in planning tasks, such as holding Open House meetings to collect opinions of citizens, conduct Public Hearings, and to help meet City goals. They are currently reviewing the Comprehensive Plan, will gather data to update the plan, and will present these findings to the City Council in 2014. The Planning Commission has information posted on the City website, with agendas and minutes of meetings on the left side of the page. On the right, by clicking on “Planning Information,” one can find information gathered during meetings, public comment on topics such as low impact development, vacation rentals and fact sheets on topics of interest. The current Planning Commoners are: Chair, Paula Trudeau; Richard McGregor; Steve Mitchell; Lena Richardson and Joyce Todd. The Planning Commissioners are appointed by the City Council. In 2013 Steve Mitchell requested to be reappointed to his position; Paula Trudeau and Lena Richardson were appointed to bring the number of commissioners to five, for a quorum for making decisions; Joyce Todd and Richard McGregor were appointed when Ed Mayer resigned and Shirley Williams declined to request reappointment.
Volume 1, Issue 2
Page 2
CITY COUNCIL MEETING: NOVEMBER 21, 2013 Ed Mayer, former under sheriff in Jackson County, made a presentation on emergency management procedures that he has compiled for the City over the last 2 years. He identified potential emergencies that could occur in Shady Cove in order of potential: wildfire; weather conditions such as severe winds; heavy snow, etc.; flood and earthquake. He requested the Council authorize him to form an emergency management committee to finalize the plans and procedures. The committee will consist of Shady Cove residents who are retired from positions in the arena of public safety (fire, police, etc.). Under new business, the Council did authorize, and sanction, Mr. Mayer to form the requested committee with he as chair. Under unfinished business, following additional input from both the Council and folks in attendance, the Council did approve two resolutions: 1.
“approving a Jackson County order to initiate formation of a Jackson County library special district and consenting to the inclusion of city territory within the boundaries of the district”
1. “approving the formation of a Jackson County agricultural extension service district and consenting to inclusion of city territory within the boundaries of the district” Basically, that approval allows the electorate of our City to vote on both measures. The Council did express concern that if the measures are approved, in a County wide election in May, our citizens will be subject of to the provisions (additional property tax with the Shady Cove library remaining open) even if the Shady Cove electorate voted to deny the formation of the districts. However, if the Council failed to pass the resolutions, the citizens of Shady Cove would be denied the opportunity to vote on the outcome of both matters and in the case of the Shady Cove library, would result in the libraries closure on July 1, 2014. Concerning an election for the replacement of positions vacated by the resignation of Mayor Holthusen and Councilor Kyle, the City Attorney provided an amendment to previous correspondence, referencing the appropriate state statutes: “State statutes provide that elections for city office must be held at the same time as elections for state office … state officers are elected at the general election, which takes place on the first Tuesday after the first Monday of each even-numbered year.” Thus, an election to fill the positions will take place on November 4, 2014. Appointments of Mayor Anderson and Councilor Sanderson will remain in effect until the results of that election are certified by the County Clerk. Continuing the Council’s review of projects/activities undertaken by the previous City Administrator, the following action was taken: The Mayor was authorized to accept a $39,760 grant from State Parks. The money was partial payment for a pro posed bathroom at Aunt Caroline’s Park. The bathroom will be connected to the City’s wastewater collection system. The City Engineer will prepare a detailed design and estimated cost, after which, determined by cost, the City will put the project out to bid. A proposed 24 page financial management policies and procedures was eliminated. It was determined that staff can prepare a 1 page procedure policy which will solve the deficiencies identified by the auditor. A “low impact development” policy was briefly discussed. It was determined to untimely for Council action and would be referred to the Planning Commission for inclusion, as appropriate, in their review and proposed update of the City’s Comprehensive Plan. The current budget reflects a $75,000 expenditure for an update of the City’s storm water master plan, which was prepared in 1999. Upon review, it was determined that virtually nothing had been done, since then, with regard to improvement recommendations. Thus, an update of the master plan is not necessary. The Council agreed to take the budget item off the table and use the money for necessary project (s). The City Engineer concurred with that conclusion.
CITY COUNCIL MEETING: DECEMBER 5, 2013 The meeting was cancelled as 2 members of the Council were scheduled to be out of the State.
CITY COUNCIL MEETING: DECEMBER 19, 2013 The City Council approved a “not to exceed” contract with the City Engineer to design and coordinate construction of improved drainage below Chevney Way, above Terrace Place and North from Cleveland Street. Drainage installed by the City in 2001 is inadequate to prevent water and mud damage to the downhill properties.
The Council also discussed a remedy for the annual flooding at the end of Chevney Way and resultant ditch overflow, exacerbating the problem mentioned in the previous paragraph.
The Council did approve a “not to exceed’ cost, based on the engineer’s estimate, for construction to remedy both problems.
The Council adopted two new policies: 1.
Policy 13-01: Conditions under which businesses will be invited to post on the City’s Web Site: A) Possess a current business license, or B) Be a member in good standing of the Shady Cove—Upper Rogue Chamber, Visitors and Convention Bureau, Inc.
2.
Policy 13-02: Procedure for the handling of cash payments.
The Council accepted Mayor Anderson’s resignation, as a citizen at large, from the City’s Budget Committee. Applications to fill vacancies on the Budget Committee will be accepted through the end of January, 2014.
Continuing the Council’s review of projects/activities undertaken by the previous City Administrator, the following action was taken; Credit Card Fees: The proposal was to require citizens, who make payments through credit cards, to pay all associated credit card costs. Eliminated as not appropriate. Sewer Billing: The proposal was to adopt quarterly billing to save staff time and postage. Eliminated as not appropriate. Franchise Fee: The proposal was to charge the Sewer Fund a Franchise Fee which would go into the General Fund. While permitted that the current Administrative Allocation from the Sewer Fund to the General Fund is more sufficient. Eliminated consideration as not appropriate.
ALERT This is the final issue of the INSIDER to be sent through US mail. All subsequent issues will be distributed via e-mail. If you wish to receive a copy, please provide your e-mail address to Debby Jermain, by the way of her e-mail address:
[email protected]
